Executive Administrative Assistant / Project Manager

Company Overview
Apollo Safety is a leading electronic equipment sales and service firm dedicated to providing innovative safety solutions. We are seeking a dynamic and versatile Executive Assistant & Project Manager to support our President & CEO in our Fall River, MA headquarters, with occasional travel to our offices in Boston, MA; North Kingston RI; and Connecticut.

Position Summary
This is a mid-level, on-call role reporting directly to the President & CEO. As an Executive Assistant & Project Manager, you will provide high-level administrative support, manage key projects, and serve as a vital liaison between the CEO and internal/external stakeholders. The position demands flexibility, as on-call employees must be available at any time—day or night—with short notice to fulfill duties.

This fast-paced role requires full dedication and is more than a full-time commitment. The ideal candidate will commit to 3–5 years in this position, with significant opportunities for advancement into senior leadership roles. If you're highly organized, proactive, and thrive in a high-stakes environment, this is your chance to grow with a dynamic company.

A Note from Our Founder
"Are you like Pepper Potts? That's the best way to describe the level of support I need to keep myself and the company productive and successful! If so, you'll earn competitive compensation, gain immense satisfaction from your contributions, and have tremendous growth opportunities within our organization. I'd love to schedule a call to discuss this further—I look forward to speaking with you."

Key Responsibilities

• Act as the primary point of contact for the CEO with internal teams, external clients, customers, and partners.
• Manage the CEO's complex calendars across three key areas of responsibility, including arranging meetings, appointments, and travel itineraries while providing timely reminders.
• Handle incoming calls, emails, and correspondence; route queries appropriately, take messages, and respond on behalf of the CEO when authorized.
• Accompany the CEO to meetings, events, trade shows, and exhibits; occasionally provide transportation and optimize travel schedules by initiating contacts to maximize productivity.
• Track and manage organizational projects and initiatives, including compilation of progress reports, sales forecasts, and action items; use tools like Excel, ACT, QuickBooks, or NetSuite for data management.
• Facilitate internal communications, distribute information, schedule presentations, and build strong relationships across administrative, technical, sales teams, customers, and the board of directors.
• Produce high-quality reports, presentations, briefs, meeting agendas, and minutes; take dictation and ensure accurate data entry.
• Maintain and optimize documentation systems, including custom filing and cloud storage.
• Oversee some accounting tasks, HR management (e.g., policy reviews and recommendations), and customer networking.
• Suggest process improvements to enhance office efficiency, troubleshoot workflow issues, and recommend updates to company policies.
• Exercise sound judgment to make decisions and act in the CEO's absence, ensuring timely and effective support.

Requirements
Education and Experience:

• Administrative certification or relevant coursework, plus 3+ years of experience as an executive assistant, executive secretary, or mid-level project manager (or equivalent combination of education and experience).
• Proven track record in project management, with experience tracking initiatives, managing timelines, and delivering results in a fast-paced setting.

Key Skills and Competencies:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and CRM tools like ACT; experience with QuickBooks and NetSuite is a plus.
• Strong command of grammar, spelling, punctuation, and sentence structure for professional communication.
• Excellent verbal and written communication skills, with the ability to build relationships at all organizational levels, including customers and board members.
• Exceptional organizational and detail-oriented mindset, with the ability to manage multiple priorities and meet deadlines.
• Proactive initiative to gather information, ask the right questions, and make informed decisions using available data.
• Comfort with on-call availability and occasional travel; valid driver's license required for driving duties.
• Dedication to discretion, confidentiality, and a high level of professionalism.

What We Offer

• Competitive salary and benefits package (commensurate with experience).
• Opportunities for professional development and rapid advancement.
• A collaborative, innovative work environment where your contributions directly impact company success.
• The chance to work closely with visionary leadership and shape the future of Apollo Safety.

How to Apply
If this role excites you, please submit your resume, cover letter, and references to [email address or application link]. We encourage applications from diverse candidates and are an equal opportunity employer.

• Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position
• Full comprehension of office management systems and procedures and willingness to carry them out
• Excellent knowledge of MS Office
• Proficiency in English
• Exemplary planning and time management skills
• Up-to-date with advancements in office gadgets and applications
• Ability to multitask and prioritize daily workload
• High level verbal and written communications skills
• Discretion and confidentiality
• College degree or equivalent
• Qualifications as personal assistant would be considered an advantage

• Proven work experience as a Senior Executive Assistant, Executive Administrative Assistant or similar high advantage
• Familiarity with online calendars and cloud systems
• Experience using office equipment, including printers, copiers, scanners, and fax machines
• Strong communication skills (via phone, email and in-person)
• Experience exercising discretion and confidentiality with sensitive company, staff and personal information
• Excellent organizational skills with an ability to think proactively and prioritize work

Benefits: The current health plan is supplied per company policy ( 50/50), and discussion about life and or disability possible

Eligibility for other benefits, including the 401(k) will generally take place per company policy.

Car Allowance may be provided under circumstances ( if asked to use Personal Vehicle for travel)

Expenses: some moving or other transition expenses may be offered by the company

Vacation and Personal Time Off are combined as PTO: Vacation is accrued per pay period, which is equivalent to two weeks of paid time off on an annual basis or as negotiated upon offer.

Phone/Travel Allowance: Normal and reasonable expenses will be reimbursed for approved expenses on a monthly basis per company policy and upon completion of the appropriate expense request form.

Benefits: The current health plan is supplied per company policy ( 50/50), and discussion about life and or disability possible

Eligibility for other benefits, including the 401(k) will generally take place per company policy.

Car Allowance may be provided under circumstances ( if asked to use Personal Vehicle for travel)

Expenses: some moving or other transition expenses may be offered by the company

Vacation and Personal Time Off are combined as PTO: Vacation is accrued per pay period, which is equivalent to two weeks of paid time off on an annual basis or as negotiated upon offer.

Phone/Travel Allowance: Normal and reasonable expenses will be reimbursed for approved expenses on a monthly basis per company policy and upon completion of the appropriate expense request form.